New

Administrative Assistant

University of California - San Francisco Campus and Health
United States, California, San Francisco
Apr 21, 2025
Administrative Assistant F_TEP-Campus Employees Temporary Employment 84477BR Job Summary The anticipated duration of this temporary assignment is approximately 3 months. The Division of Infant, Child, and Adolescent Psychiatry (ICAP) is part of the Department of Psychiatry at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG). Its mission is to provide quality, culturally tailored, and trauma-informed mental health services for youth (from birth to age 24) and their families as part of a comprehensive, coordinated approach to care across the developmental age spectrum. ICAP programs and services encompass clinic and community-based direct care and consultation services (within ZSFG clinics, daycares, schools, and other community-based settings), training, and research. Under general supervision, the incumbent supports the ICAP administration office, and other operational staff as needed. The positions' role involves monitoring and coordination of supplies and equipment for infant Child and Adolescent psychiatry (ICAP), Infant parent program (IPP), services and other divisions as needed. Under the supervision of the DA, the Administrative Assistant III will manage administrative, operational, clinical and non-clinical aspects of the ICAP. Responsibilities will include facility operations, expense reimbursement and invoice review/submissions, PO set-up, database management, client file management, ordering office and medical supplies, filing, IT help desk support. This temporary position focuses on administrative assistance for a CYBHI project. Key ResponsibilitiesClinical/Medical Program Support Complete referrals and schedule appointments for ICAP clinics. Contact patients for reminders and clinic-related services. Provide backup front desk coverage during breaks, lunches, and other times as needed. Greet visitors, assess needs, and refer them to appropriate sections. Serve as the central contact for ICAP division and administrative operations. Relay and triage messages to team members, faculty, and staff as needed. Answer phone calls, assess needs, and transfer calls accordingly. Check voicemail and route messages. Receive and process incoming packages (FedEx, UPS, etc.). Maintain administrative copiers, printers, and fax machines as needed. Provide administrative support for clinicians and psychiatrists. Manage file organization and oversee supply inventory and storage. Ensure client database maintenance and generate reports as needed. Open and close client charts and check eligibility when necessary. Facility/Office Management & IT Helpdesk Support Organize office layout and order necessary equipment. Maintain office conditions and arrange necessary repairs. Organize office operations and procedures. Provide first-line IT support for users with technology issues. Submit work orders for facilities (e.g., painting, electrical, locks, EVS, movers, engineering) via ZSFG Hospital and UCSF. Act as telecommunications liaison, handling phone service requests (installation, upgrades, voicemail, moves). Maintain the space database for the ICAP Division. Manage onboarding for new staff, including work order submissions for accounts, phone/IT setup, and space assessments. Take meeting minutes and distribute them. Order and track IT/AV equipment. Assist with event planning for the division, including Staff Appreciation, Holiday, Farewell, and Welcome events. Handle event logistics such as food orders, room setup, sign-in sheets, reimbursement requests via MyExpense, and flyer distribution. Accounting/Financial Responsibilities Receive, submit, track, and distribute office supply requests. Use BearBuy for office supply procurement. Coordinate with Finance Purchaser to maintain adequate supply levels. Manage product registration and warranties. Update and distribute the Staff Directory. Disburse and track taxi vouchers for the center. Reconcile monthly taxi voucher bills per program and provide accurate billing information to the Administrator. Administrative Support Order, inventory, distribute, and store agency office supplies for the clinic. Provide general administrative support to the program. Answer telephones, distribute mail and faxes, and handle filing. Assist with all office functions as needed. Complete other duties as assigned. The final salary and offer components are subject to additional approvals based on UC policy. To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles) Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Department Description UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions. Required Qualifications Ability to work cooperatively and communicate effectively with others Ability to work in a high-stress, high-volume area and under pressure with deadlines Ability to follow oral and written instructions accurately and be detail-oriented Ability to efficiently prepare written summaries, set priorities, and complete reports within required timeframes Knowledge of medical and/or psychiatric terminology Ability to maintain and manage "Access and Excel" software databases Ability to recognize and correct data irregularities Ability to set up routine computer procedures and resolve issues Ability to run reports and present data to medical staff, program director, and division administrator Excellent communication and interpersonal skills Customer-focused approach Ability to use judgment and discretion to solve operational problems Ability to select the best solution among multiple viable options Ability to determine schedules and work priorities independently Ability to make process improvement suggestions Ability to interpret oral and written guidelines to solve problems High school diploma/GED and 4 years of related experience, or an equivalent combination Experience with simple accounting, including updating reconciliations and reviewing invoices Ability to lift 50 lbs and climb stairs Ability to work independently with limited supervision Responsibility for multiple complete administrative processes Preliminary job offer contingent upon successful background clearance Ability to work with clients and program staff from diverse cultural and social backgrounds Strong organizational and planning skills in a fast-paced environment Hands-on experience with office equipment Creative mindset with the ability to suggest improvements Bachelor's degree in related area and / or equivalent experience / training. Preferred Qualifications Bilingual in Spanish Experience with Microsoft Office About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values. In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu Join us to find a rewarding career contributing to improving healthcare worldwide. Equal Employment Opportunity The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Organization TEP Job Code and Payroll Title 004723 BLANK AST 2 Job Category Administrative Support, Temporary Employment Bargaining Unit Teamsters Local 2010 - Clerical and Allied Services Unit (CX) Employee Class Temporary Employment Percentage 60% Location San Francisco, CA Campus Zuckerberg San Francisco General (ZSFG) Work Style Fully On-Site Shift Days Shift Length Other Additional Shift Details 24 hours a week